Property Administrator (Office) - Durban - Umhlanga Ridge at Growthpoint Properties

Key Performance Areas

Administration:

• Submit copy of agreement of lease and tenant criteria documents to Docuhub.
• Follow up on outstanding lease agreements and on FICA documentation. 
• Drafting renewals / new lets, cessions, cancellations, addendums, parking agreements and related documents. 
• Liaise with tenants, Property Manager, Leasing Consultant, Credit Controllers, and agents about lease agreements. 
• Ensure correct loading of agreements on the system. 
• Ensure the correct loading of debit orders. 
• Loading vendors on EFT Sure
• Ensure tenant recoveries are billed (Diesel, Water, Maintenance Team recoveries, Adhoc Recoveries)
• Open and upkeep tenants’ files.
• Attend to lease audits and parking audits
• Complete and upkeep of outstanding lease reports as well as reports on new lets and renewals have already been concluded.
• Track Broker commission and Tenant installation invoices and check validity before submitting for payment
• Check forward statements and utilities at month end
• Assist Property Manager and SBU as and when required. 
• Advise meter readers of any changes. 
• Assist with compilation of the monthly report packs. 
• Assist with the budget process. 
• Perform secretarial functions when requested. 
• Calculate annual rates and refuse and process adjustments. 
• Prepare renewal sheets with information on current and budgeted charges. 
• Load/file of takeback inspection reports received by Building Managers.
• Write housekeeping letters and reports. 
• Attend to tenant queries on range of issues including but not limited to housekeeping, building faults, electricity / water queries (RMS), account queries. 
• Weekly reporting on outstanding offers / leases / FICA. 
• Monthly reporting on GLA / vacancies 

Requirements
Knowledge

• Knowledge of property management
• Know the tenants within the portfolio. 
• Understand the buildings in the portfolio.
• Place orders and process payments on Fraxion.
• MRI System awareness.
• Understand the budgeting and reporting process.

Job Specific Skills

• Computer literacy
• Ability to draw schedules/reports on system
• Good communication skills – written and verbal
• Time management skills
• A good mix of interpersonal and administrative skills
• Good problem-solving skills
• Excellent touch-typing skills with a high accuracy rate

Competencies

• High attention to detail 
• Ability to cope under pressure 
• Hardworking and highly organized 
• Excellent interpersonal skills and a team player 
• Excellent time management skills 
• Proactive, self-starter with initiative 
• Flexible 
• Ability to multitask 
• Client focused at all times (internal & external) 
• Excellent communication skills 

Experience

• Minimum 2 – 3 years of experience in property management, administrative or client interaction roles required

Education

• Post matric qualification in Property Management or equivalent diploma/degree is a prerequisite.  OR
• NQF 4/5 Real Estate Certificate

Internal Liaison

• All internal stakeholders 

External Liaison

• Tenants/Clients
• Contractors